Skip to Main Content

Alma Acquisitions Resource Guide

This guide covers all aspects of the Acquisitions process, which includes setting up funds, ordering, receiving physical items, activating e-resources, and invoicing. This guide also covers Serials patterns and arrival/check-in.



Putting a claim on an order – for an unreceived or damaged item or serials issue, for instance – starts by sending a communication to the vendor. Alma can do this automatically from the POL if it's configured to connect directly to vendors.

From the PO Line Details screen:

  1. Click on the Communications tab, then Start Communication
  2. Choose the Type of Claim
  3. Add the POL number to the subject
  4. Edit the body of the message to include all the relevant information about why you’re submitting a claim. Alma includes information about the order, so add in what item or issue you’re claiming.
    • You could add an attachment, either of a previous email exchange saved as a PDF, a paid proforma invoice, or an image of a damaged item.
    • The Notes field is for internal use, it will not be sent to the vendor. You might describe what the attachment is or include internally-relevant details.
  5. When you’re done, click Send.

Adding a Vendor Response. When the vendor replies via email, it will go to your email address, not here in Alma. To add that response to Alma and keep everything in one place, go to the Communications tab and click Add a Response next to your claim. You can either copy and paste the text of the email into the response, or save the email as a PDF and add it as an attachment.